Applicants shall maintain all records necessary to evidence conformity with chapter 173 of the Connecticut General Statutes until notified in writing by the Department that the school building project has been audited and records associated with the school building project are no longer required, unless such records are required to be retained for a longer period under any other applicable law, bylaw or regulation. Such records shall include:

1. (1) General ledger, project ledger or other subsidiary ledgers of costs for the school building project;
2. (2) Cash disbursement journals, payment vouchers, paid invoices, contracts and other documents related to a school building project;
3. (3) Detailed schedule of school building project costs with associated vendor names;
4. (4) Audited financial statements;
5. (5) School building committee minutes;
6. (6) Documentation of “Other Funding” and refunds associated with the school building project;
7. (7) Documentation of site or facility acquisition costs, if applicable, including closing statements and appraisals, real estate contracts and purchase agreements;
8. (8) Documentation supporting school building project costs, including construction contract with bid specifications, evidence of public bidding, such as newspaper invoices or advertisements, bidding summaries or bid tabulation for all contracts, original bid documents for any purchase of $10,000 or more, state contract utilized with state contract number, all change orders and final eligibility determination letters, all addenda, contractor’s applications for payment or invoices, and subcontractor invoices for school building projects with a construction manager;
9. (9) Projected enrollment data that supports the highest eight-year projected student enrollment;
10. (10) Documentation to support gross floor area, such as blueprints or architectural drawings identifying existing and new floor area;
11. (11) Project drawings and specifications with an original date stamp from the Department;
12. (12) Schedules identifying any ineligible or limited eligible items as reported on the Department’s Ineligible Costs and Limited Eligible Costs Worksheet;
13. (13) Official offering statements for any bond issues;
14. (14) Supporting documentation for all derived or prorated amounts;
15. (15) Correspondence files;
16. (16) Documentation of any lawsuits, arbitration or mediation between the grant recipient and contractors; and
17. (17) Expense reconciliation between original contracts and settlements.

(Effective March 18, 2026)